Quickbooks customer profile best practices

As a small business owner, it's tempting to set up customer profiles in QuickBooks® with just the basics to get invoices out the door quickly. But those extra data fields are there for a reason. Taking the time to create complete, accurate customer records can unlock more insightful reports, improve customer communication, and save you bookkeeping headaches down the line.

Here’s a breakdown of common questions to help you set up your customer files like a pro.

How do you create customer profiles?

You have two main options for getting customer information into QuickBooks Online.

• Import from a spreadsheet: If you've already got your customer data in a spreadsheet, you can import it directly. Just make sure your first row has clear column headers. Use QuickBooks' import tool to match your columns to the right fields. It’s a good idea to check out the sample import file first to avoid any formatting hiccups.
• Enter manually: If you're starting fresh or prefer not to import, you can add each customer one by one. While you only technically need a name to start, filling in details like tax status, payment terms, and preferred payment methods will save you time later. QuickBooks will automatically apply these settings to sales forms, meaning fewer manual edits and mistakes. Plus, you’ll be able to see customer balances and history at a glance, making it easier to follow up on overdue invoices or identify your best customers.

Don't worry about getting everything perfect from the start. You can easily edit and add to customer profiles as you go. Just make it a habit to update information when things change, like a new billing address or contact person, to keep your records accurate.

How can you use customer records?

Once you save a profile, it becomes part of your customer list, which acts as a central hub for all customer-related activities. From this dashboard, you can:

• Create invoices
• Send reminders for overdue payments
• Access individual customer profile pages

Each customer's profile page is a one-stop shop, showing their contact info, transaction history, open estimates, and account balance. This makes it incredibly easy to answer questions on the spot. For example, if a customer calls about their outstanding balance, you can open their profile, click the "transaction list," and instantly see all unpaid invoices. You can even email a statement directly from that screen.

When should you create sub-customers?

For some businesses, setting up sub-customers is a game-changer. This feature lets you group a job or project under a main "parent" customer, which is perfect for detailed job-cost tracking.

For example, an advertising agency could set up each campaign as a sub-customer to track its profitability. A construction company might use it for different properties or project phases. This setup keeps everything organized under the main client while allowing you to monitor costs for specific jobs. You also have the flexibility to decide whether invoices should be sent to the parent customer or the sub-customer.

Take Your QuickBooks to the Next Level

Investing a little extra time in setting up and maintaining your customer profiles in QuickBooks really pays off. You'll get faster answers for your customers, more accurate reports for your business, and a clearer financial picture overall.

Ready to make your accounting work smarter for you? The experts at SD Mayer are here to help you get the most out of QuickBooks and other essential business tools.